Treasurer packets / Calculator worksheet
Event Budget Worksheet
Make a budget vs. actual sheet for food, prizes, rentals, signage, fees, sponsors, and donations.
On plan
BoosterTallyPrintable packet
Event budget worksheet
Budget vs actual
Event budget worksheet
Date not set
Review date: not set
Actual net$0.00
| Line | Category | Budgeted | Actual | Variance | Note |
|---|---|---|---|---|---|
| No rows entered yet. | |||||
| Line | Category | Budgeted | Actual | Variance | Note |
|---|---|---|---|---|---|
| No rows entered yet. | |||||
Prepared by__________
Review date__________
Checked by__________
Review notes
- Add at least one income or expense row before using this as a meeting packet.
Review before the meeting
- Add at least one income or expense row before using this as a meeting packet.
Same event packet
Other worksheets from the same night.
Example packet
Spring carnival budget example
A carnival chair and treasurer compare wristbands, sponsors, concessions, prizes, rentals, signs, and food stock after the event.
- $1,850.00 actual net.
- $350.00 over plan compared with the budgeted net.
- Printable income, expense, and repeat-or-retire meeting packet.
Assumptions
What the numbers assume.
- Use summary totals from your local records rather than buyer names, donor private contacts, bank details, or student private information.
- Rows with blank labels and no amounts are ignored so you can leave starter rows in place.
- Blank amount fields count as zero. Negative amounts are treated as zero and flagged for review.
- The worksheet helps a meeting packet, but official accounting, deposit records, tax questions, and approvals stay in your normal systems.
- Follow your school, PTO/PTA, booster, district, treasurer, bank, and local procedures.
Formula notes
How the totals are calculated.
- Budgeted income and actual income are the sums of the income rows after blank rows are ignored.
- Budgeted expenses and actual expenses are the sums of the expense rows after blank rows are ignored.
- Budgeted net is budgeted income minus budgeted expenses. Actual net is actual income minus actual expenses.
- Net variance is actual net minus budgeted net. Positive variance shows over plan; negative variance shows under plan.
- Actual margin is actual net divided by actual income when actual income is greater than zero.
- The CSV export includes event details, summary rows, income rows, expense rows, and review warnings.
Sources and local checks
Where to check the rules behind this worksheet
These references help set the worksheet's boundaries. Your current school, district, PTO/PTA, booster, treasurer, bank, and local procedures still come first.
- Local school, PTA/PTO, booster, district, bank, and food-safety procedures : Local rules and treasurer procedures are the source of truth.
- PTO Today free printables and templates
- Local treasurer, school, and district reporting procedures : Budgets and actuals should be reconciled through local records.
FAQ
Questions that come up
Yes. Enter budget and actual rows, then print the meeting packet or export CSV and backup files. Follow your local treasurer and school procedures.
No. Use it as a meeting worksheet and handoff packet. Your official books, bank records, school approvals, and tax or accounting decisions stay outside this tool.
Do not enter student private information, buyer lists, bank account numbers, tax IDs, donor private contact details, card details, or official login credentials.
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